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In June 2021 GSS published new guidance. This is a brief summary of key points:
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Spreadsheets are for data tables, not text
Spreadsheets are solely for data. A spreadsheet must not contain large amounts of prose information. Prose information must be published as an HTML web page.
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In cell A2 write an explanation of what is on the worksheet, for example: 'This worksheet contains one table and one graph.'
Notes
Many tables require explanatory notes. As much as possible put these above the table. The rule is that, if information is vital for understanding a table, for example abbreviations, this should be explained above the table. Notes of secondary importance, for example, the status of some data, can be published after the table.
If the source varies from sheet to sheet, this should be indicated above the table.
Footnotes and asterisks
Many tables include indications of footnotes such as asterisks or other tables. Best practice is to create a separate worksheet for notes and insert [note 1] instead of a symbol like an asterisk and then enter all footnote texts in a numbered list in the Notes tab.
However, taking users away from the context of the note is not ideal. There are other methods:
- indicate important information which is found throughout the table (such as abbreviations) in plain text above the table, from row 3 onwards (row 1 being the title, row 2 being the content explanation beginning 'The worksheet contains...')
- if the information applies to a particular row or column, include it in that row or column
- if the note applies not to the entire table or entire rows or columns but only to some cells, it is best not to indicate this with asterisks (which some screen readers do not detect) or numbered notes, but with letters in square brackets, for example, 'Key results are indicated by a [K]
Marking up tables
All tables should be marked up as tables.
Highlight all the cells in the table, on the Home tab go to Format as Table, select the top left option, a dialog box opens, tick the 'My table has headers' box and OK. the grid of cells is now properly marked up as a table. Usually it comes with filters, which are inaccessible. Go to the Data tab and untick the Filter button in the centre of the ribbon. Click Table tools in the green band above the tab ribbon and select the left-hand option to remove all styling from your table.
Merged cells
Avoid merged cells which are profoundly inaccessible.
Try and find workarounds, for example, include overarching descriptions in each individual cell, or cut and paste overarching descriptions into a note above the table.
The aim is to have one heading row and no merged cells.
Colour
Avoid all colour, for any reason. Everything should be plain white.
The one exception is the use of red, amber and green, which is a universally accepted convention although, ideally, cells coloured this way would contain a text indication such as [R].
GDS style
GOV.UK style applies; for example, no italics, bold etc. For example spelling out abbreviations, not using hyphens to indicate duration, avoid bold and italics.